Job Maintenance Manager in Toronto

The Maintenance Manager is a leader responsible for the pre-opening of the community as well as the ongoing maintenance of the physical integrity of The Reporting to the General Manager this role will oversee the pre-opening and ongoing Maintenance and Building Operations for The Ivy, set to be occupied in October 2023.

This role involves ensuring a safe and secure living environment for residents, visitors, and staff. It is their duty to anticipate, identify and correct any and all problems involving the property and to work with peers and senior management to implement procedures that will prevent such problems. Additionally, the incumbent is a strong team leader who will lead by example has a track record for building and managing teams who consistently deliver on and exceed service standards. They are responsible for overseeing the pre-opening activities, management of the physical plants and leading a maintenance team. The team is responsible for ensuring that an effective program of maintenance is followed and/or implemented to; maintain a safe environment, cultivate resident satisfaction, and protect the investment of the building property owner. Finally, to support our growth, this role is required to lead the evolution of the function, developing, and implementing processes and systems that maximize its performance.

• Act with integrity and demonstrate support for our core values.
• Maintain an overall focus on enhancing the customer experience by expecting and providing high standards and excellence.
• Promote a strong customer service culture amongst all staff.
• Demonstrate and maintain professional relationships with internal team members, direct reports, leadership, and vendors.
• Ensure up to date communication is maintained with residents on the status of maintenance repairs, in a courteous and professional manner.
• Assist the team in completion of inspections, work orders and preventative maintenance work.

• Responsible and accountable for the leadership, supervision and activities of all maintenance site staff, service providers, and contractors.
• Responsible for assigning and directing employees in a manner that maximizes the efficiency of the resources available in both planned and unplanned maintenance related activities.
• Review operational schedules and coordinate maintenance activities to ensure production and quality of service meets both internal and external customer specifications; develop and publish daily/weekly/monthly maintenance schedule.
• Responsible for R&M, Turnover, Capital and Maintenance salary financial performance. To include preparing monthly forecasts and variance reporting, create annual operating and capital budgets, and executing on capital projects.
• Mentor, teach, and inspire team members by establishing expectations, actively communicating, and proactive one-on-one interactions.
• Responsible for maintaining control and oversight for supply inventory at the property.
• Instill a "safety first" attitude not only with maintenance technicians but with all employees and external vendors and contractors.
• Be the single point of contact in Maintenance for implementation of corporate processes, training, and enforcement of policy.
• Conduct team meetings to communicate project updates, completion, or changes and participate in daily team huddles.
• Accountable for developing direct reports, establishing KPI’s and delivering performance reviews, in consultation with the General Manager
• Ensure compliance with all legislation, including but not limited to, the Residential Tenancies Act, Employment Standards Act, Fire Code, RentSafe TO Program, and Ontario’s Occupational Health and Safety Act., ESA

• Oversee the Pre-Delivery Inspection (PDI) process for all suite, common areas, mechanical systems and building plant.
• With the General Manager, confirm final acceptance of all areas are turned over to operations in a Hotel Ready condition
• Liaise with the Construction and Development team to ensure a smooth transition from Development to Operations of the property mechanicals.
• Responsible and accountable for the hiring and training of the Ivy Maintenance Team
• Tender and select all vendor contracts in relation to Maintenance Operations for the community.
• Work with the IT and Telecom team to ensure all infrastructure is in place and optimized prior to opening.
• Ensure the Emergency Response Plans, ESA reports, Fire and Life Safety plans are in place and the team is trained.
• Develop and maintain relative SOP’s

• Ensure the Grounds, Common Areas, Suites, mechanical facilities and back of house areas are always maintained to a Luxury, Class A Standard.
• Oversee the workflow for all maintenance requests throughout the community and ensure a preventative maintenance program is in place for Common Areas, Suites and building systems.
• Scheduling and overseeing all maintenance-related work by managing a team of maintenance technicians
• Ensuring that all maintenance operations are completed in accordance with company policy and OHSA guidelines
• Forecasting, ordering, and price negotiating for spare parts inventory
• Developing and implementing a proactive maintenance strategy
• Act as a training and quality control resource to ensure proper workflow for all maintenance work.
• Maintain oversight (for quality, spend, and/or completion) of all work performed by in house technicians and external vendors.
• Maintain accurate records regarding preventive maintenance, service requests (received and completed, apartment make-ready status, work-in-progress, etc.).
• Schedule and perform minor and routine maintenance on all appropriate equipment on a regular basis. Inspects and maintain all tools and equipment in excellent condition.
• Maintain accurate records in Yardi, D365, Teams and other systems
• Assume and share accountability as a member of the maintenance team to ensure maintenance work orders are completed in a timely manner (within 24 hours). Ensure proper communication and record keeping in relation to all work orders.
• Anticipate, advise leadership, and recommend solutions for all potential issues, schedule conflicts, or delays.
• Ensure that all maintenance projects meet quality standards and within provided timelines and schedules.
• Review and evaluate repairs and maintenance requests to ensure they meet budgetary and operational expenses.
• Assist in completion of incoming and outgoing suite inspections and document as required.
• Coordinate month-end duties and responsibilities, including but not limited to: suite pre-inspection, scheduling of contractors and staff for turnover of suites, monthly/quarterly/annual inspections of building equipment.
• Ensure maintenance logs are completed correctly and according to company policy and all records stored and maintained.
• Other duties as assigned.

• Educate all staff about their role with respect to Health & Safety standards.
• Must be aware of the condition of physical property and immediately correct unsafe conditions.
• Ensure all vendors and contractors comply with the established health and safety policy, and immediately address any infractions, hazardous conditions, or damaged equipment.
• Ensure maintenance staff wear prescribed Personal Protective Equipment (PPE) as required.
• Act as lead to the Health and Safety Committee, ensuring all staff adhere to and follow prescribed health and safety regulations and procedures in compliance and as per Ontario Occupational Health and Safety Act (OHSA).

• Perform and document monthly site and vacant suite inspections, routinely follow-up to ensure all deficient items identified are addressed in a timely manner.

• Skilled in repair and maintenance of all systems.
• Experience working with BAS, HVAC, Mechanical, fitness centers, pools, spas and other large building plant operational systems.
• Familiar with local building codes and legislation in relation to Multi Family Residential Operations.
• Experience in minor plumbing, electrical, HVAC, and miscellaneous renovation repairs.
• Ability to work on-call on evenings and weekends
• Ability to correspond (in writing and verbally) effectively with residents, management, team members, and vendors.

• Minimum 3 years of experience in a managerial role leading a team of 4 or more.
• Previous experience overseeing large mechanical plants and multiple assets
• Previous multi-residential, retail, commercial or hospitality maintenance experience within the Class A Luxury asset class.
• Intermediate level knowledge of MS Office and basic knowledge of Yardi is an asset.
• Commitment to serving residents in accordance to our Standards of Service.
• Must possess exceptional communication and interpersonal relationship skills.
• Strong problem-solving, and follow-up is required.
• Self-starter and continuous learner with high degree of initiative, agility, flexibility, and professionalism
• Ability to work with a diverse group of people and interests while being culturally aware.
• Possess knowledge of health and safety practices.
• Ability to follow oral and written instructions and be able to maintain effective and cooperative working relationships.
• Valid drivers license and clean driving abstract
• Experience operating waste management equipment
• Ability to work flexible hours.

• Be able to bend, crouch or stoop.
• Be able to talk and hear.
• Be able to lift and carry up to 50 pounds.
• Have good vision.